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1 Quick Reference Guide for Completing the I-9 Form The purpose for this quick reference guide is for completing the I-9 form accurately and correctly. All U.S. employers must complete and retain a Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. On the form, the employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and relate to the individual and record the document information on the Form I-9. The list of acceptable documents can be found on the last page of the form. I-9 Sample Form U.S. Citizenship and Immigration Services (USCIS) is the government agency that oversees lawful immigration to the United States.

3 Questions pertaining to Form I-9 Q. Where can I obtain Form I-9 and the M-274, Handbook for Employers? A. Both Form I-9 and the Handbook for Employers are available as downloadable PDFs at with no computer access can order USCIS forms by calling our toll-free number at Individuals can also get USCIS forms and information on immigration laws, regulations, and procedures by calling our National Customer Service Center toll-free at Q. Do citizens and noncitizen nationals of the United States need to prove they are eligible to work? A. Yes. While citizens and noncitizen nationals of the United States are automatically eligible for employment, they too must present the required documents and complete a Form I-9.U.S.citizens include persons born in the United States, Puerto Rico, Guam, the U.S. Virgin Islands, and the Northern Mariana Islands. U.S. noncitizen nationals are persons who owe permanent allegiance to the United States, which include those born in American Samoa, including Swains Islands. Q. Do I need to complete a Form I-9 for everyone who applies for a job with my company? A. No. You should not complete Forms I-9 for job applicants. You only need to complete Form I-9 for individuals you actually hire. For purposes of this law, a person is hired when he or she begins to work for you. Q. If someone accepts a job with my company but will not start work for a month, can I complete Form I-9 when the employee accepts the job? A. Yes The law requires that you complete Form I-9 only when the person actually begins working however, you may complete the form earlier, as long as the person has been offered and has accepted the job you may not use Form I-9 process to screen job applicants. Q. I understand that I must complete a Form I-9 for anyone I hire to perform labor or services in return for wages or other remuneration. What is remuneration? A. Remuneration is anything of value given in exchange for labor or services rendered by an employee, including food and lodging. Q. Do I need to fill out Forms I-9 for independent contractors or their employees? A. No For example, if you contract with a construction company to perform renovations on your building, you do not have to complete Forms I-9 for that company s employees the construction company is responsible for completing Forms I-9 for its own employees However, you must not knowingly use contract labor to circumvent the law against hiring unauthorized aliens. Q. What should I do if the person I hire is unable to provide the required documents within 3 business days of the date employment begins? A. If an employee is unable to present the required document or documents within 3 business days of the date employment begins, the employee must produce an acceptable receipt in lieu of a document listed on the last page of Form I-9 There are 3 types of acceptable receipts See Question 25 below for a description of each receipt and the procedures required to fulfill Form I-9 requirements when an employee presents a receipt. By having checked an appropriate box in Section 1, the employee must have indicated on or before the time employment began that he or she is already eligible to be employed in the United States. Q. May I fire an employee who fails to produce the required documents within 3 business days? A. Yes. You may terminate an employee who fails to produce the required document or documents. Documents or a receipt for a document, within three business days of the date employment begins. However, you must apply these practices uniformly to all employees. Q. What happens if I properly complete and retain a Form I-9 and DHS discovers that my employee is not actually authorized to work? A. You cannot be charged with a verification violation. You will also have a good faith defense against the imposition of employer sanctions penalties for knowingly hiring an unauthorized alien, unless the government can show you had knowledge of the unauthorized status of the employee.

4 Acceptable Documents for Verifying Employment Authorization and Identity The following documents have been designated as acceptable for Form I-9 to establish an employee s employment authorization and identity.

5 Acceptable Documents for Verifying Employment Authorization and Identity Continued U.S. Passport U.S. Passport Card Permanent Resident Card (Form I-551) Foreign Passport with I-551 Stamp or MRIV Employment Authorization Document Form I-94/I-94A Temporary I-551 Form I-94/I-94A Arrival/Departure Record State-issued Driver s License Identification Card front and back U.S. Social Security Account Number Card Certification of Birth Abroad Issued by the U.S. Department of State

6 Acceptable Documents for Verifying Employment Authorization and Identity Continued Birth Certificate U.S. Citizen Identification Card (Form I-197) I-9 Form and List of Acceptable Documents You can find additional information pertaining to the U.S. Citizenship and Immigration Services (USCIS) Web site at Should you wish to order forms by telephone, call USCIS toll-free at

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